Xerox WorkCentre 7120/7125 Security Function Supplementary Guide

Transcription

1 Xerox WorkCentre 7120/7125 Security Function Supplementary Guide Version 1.0, July 2011

2 Table of Contents Before Using the Security Function... 4 Preface... 4 Security Features... 5 Settings for the Secure Operation... 6 Data Restoration... 7 Starting use of the data encryption feature and changing the settings... 7 Use of the Overwrite Hard Disk... 8 Service Representative Restricted Operation... 8 For Optimal Performance of the Security features... 9 Confirm the Machine ROM version and the System Clock How to check by Control Panel How to check by Print Report How to check the System Clock Initial Settings Procedures Using Control Panel Authentication for entering the System Administration mode Use Passcode Entry from Control Panel Change the System Administrator s Passcode Set Maximum Login Attempts Set Service Rep. Restricted Operation Set Overwrite Hard Disk Set Scheduled Image Overwrite Set Data Encryption Set Authentication Set Access Control Set Private Print Set User Passcode Minimum Length Set Direct Fax Set Self Test Set Software Download Initial Settings Procedures Using CentreWare Internet Services Preparations for settings on the CentreWare Internet Services Set SMB Set WebDAV Set IPP Set LDAP Server Set Kerberos Server Set SSL/TSL Configuring Machine certificates Set IPSec Set IPSec Address Set SNMPv Set S/MIME

3 Regular Review by Audit Log Set Audit Log Import the Audit Log File Authentication for the Secure Operation Overview of Authentication Users Controlled by Authentication Machine Administrator Authenticated Users (with System Administrator Privileges) Authenticated Users (with No System Administrator Privileges) Unauthenticated Users Local Machine Authentication (Login to Local Accounts) Remote Authentication (Login to Remote Accounts) Functions Controlled by Authentication Authentication for Folder Types of Folder Operation Using Control Panel User Authentication Create/View User Accounts Change User Passcode by General User Folder / Stored File Settings Folder Service Settings Stored File Settings Create Folder Send from Folder Private Charge Print Operation Using CentreWare Internet Services Accessing CentreWare Internet Services Print Scan (Folder Operation) Folder: List of Files Edit Folder Folder Setup Import the files Change User Passcode by System Administrator (Using CentreWare Internet Services) Problem Solving Fault Clearance Procedure Fault Codes Xerox Appendix Copyright 2011 by Fuji Xerox Co., Ltd. All rights reserved. 3

4 Before Using the Security Function This section describes the certified security functions and the items to be confirmed. Preface This guide is intended for the manager and system administrator of the organization where the machine is installed, and describes the setup procedures related to security. For general users, this guide describes the operations related to security features. For information on the other features available for the machine, refer to the following guidance. Xerox WorkCentre 7120/7125 System Administrator Guide : Version 1.1: July 2011 Xerox WorkCentre 7120/7125 User Guide : Version 1.1: July 2011 The security features of the Xerox WorkCentre 7120/7125 are supported by the following ROM versions. Controller ROM Ver IOT ROM Ver ADF ROM Ver Important: The machine has obtained IT security certification for Common Criteria EAL3. This certifies that the target of evaluation has been evaluated based on the certain evaluation criteria and methods, and that it conforms to the security assurance requirements. Note: Your ROM and guidance may not be the certified version because they may have been updated along with machine improvements. For the latest information on security and operation concerning your device, download the latest edition of guidance from 4

5 Security Features Xerox WorkCentre 7120/7125 has the following security features: Hard Disk Data Overwrite Hard Disk Data Encryption User Authentication System Administrator s Security Management Customer Engineer Operation Restriction Security Audit Log Internal Network data protection Fax Flow Security 5

6 Settings for the Secure Operation For the effective use of the security features, the System Administrator (Machine Administrator) must follow the instructions below: Passcode Entry from Control Panel Default [On]. The System Administrator Passcode Change the default passcode "1111" to another passcode of 9 or more characters. Maximum Login Attempts Default [5] Times. Service Rep. Restricted Operation Set to [On], and enter a passcode of 9 or more characters. Overwrite Hard Disk Default [3 Overwrites]. Data Encryption Default [On]. Scheduled Image Overwrite Set to [Enabled]. Authentication Set to [Login to Local Accounts] or [Login to Remote Accounts]. Access Control Set to [Locked] for Device Access and Service Access. Private Print Set to [Save as Private Charge Print]. User Passcode Minimum Length Set to [9] characters. Direct Fax Set to [Disabled] when remote authentication is used. Self Test Set to [Enabled]. Software Download Set to [Disabled]. SMB Set to [Disabled] for [NetBEUI]. WebDAV Set to [Disabled] when remote authentication is used. IPP Default [Enabled]. SSL/TLS Set to [Enabled]. IPSec Set to [Enabled]. SNMPv1/v2c Set to [Disabled]. SNMPv3 Set to [Enabled]. S/MIME Set to [Enabled]. Audit Log Set to [Enabled]. Important: The security will not be warranted if you do not correctly follow the above setting instructions. The Information Flow Security feature requires no special settings by System Administrator. When you set Data Encryption [On] again, enter an encryption key of 12 characters. 6

7 Data Restoration The enciphered data cannot be restored in the following conditions. When a trouble occurs in the hard disk When you have forgotten the encryption key When you have forgotten the System Administrator ID and a passcode when setting [Service Rep. Restricted Operation] to [On]. Starting use of the data encryption feature and changing the settings When data encryption is started or ended, or when the encryption key is changed, the machine must be restarted. The corresponding recording area (the Hard Disk) is reformatted when restarting. In this case, the previous data is not guaranteed. The recording area stores the following data. Spooled print data Print data including the secure print and sample print Forms for the form overlay feature Folder and job flow sheet settings (Folder name, passcode, etc.) Files in Folder Address book data Important: Be sure to save all necessary settings and files before starting to use the data encryption feature or changing the settings. An error occurs if the connected hard disk does not match the encryption settings. 7

8 Use of the Image Overwrite In order to protect the data stored on the hard disk from unauthorized retrieval, you can set the overwrite conditions to apply them to the data stored on the hard disk. You can select the number of overwrite passes from one time or three times. When [1 Overwrite] is selected, 0 is written to the disk area. [3 Overwrites] ensures higher security than [1 Overwrite]. The feature also overwrites temporarily saved data such as copy documents. Important: If the machine is powered off during the overwriting operation, unfinished files may remain on the hard disk. The overwriting operation will resume if you power the machine on again with the unfinished files remaining on the hard disk. Service Representative Restricted Operation Specifies whether the Service Representative has full access to the security features of the machine, including the ability to change System Administrator settings. For the WorkCentre 7120/7125, select [On] and then set [Maintenance Passcode] to restrict the Service Representative from entering the System Administration mode. Important: If the System Administrator s user ID and the passcode are lost when [Service Rep. Restricted Operation] is set to [On], not only you but also we are no longer able to change any setting in the System Administration mode. 8

9 For Optimal Performance of the Security features The manager (of the organization that the machine is used for) needs to follow the instructions below: The manager needs to assign appropriate people as system and machine administrators, and manage and train them properly. The manager and system administrators need to train users about the security policies and procedures of their organization. The machine needs to be placed in a secure or monitored area where the machine is protected from unmanaged physical access. If the network where the machine is installed is to be connected to external networks, configure the network properly to block any unauthorized external access. The users need to set a user ID and a passcode certainly on [Accounting Configuration] of printer driver. Users and administrators need to set passcodes and an encryption key according to the following rules for the client PC login and the machine s setup. Do not use easily guessed character strings for passcodes. A passcode needs to contain both numeric and alphabetic characters. Users and administrators need to manage and operate the machine so that their user IDs and passcodes may not be disclosed to another person. Administrators need to set the account policy in the remote authentication server as follows. Set password policy to [9 or more characters] Set account lockout policy to [5 times] For secure operation, all of the remote trusted IT products that communicate with the machine shall implement the communication protocol in accordance with industry standard practice with respect to RFC/other standard compliance (SSL/TLS, IPSec, SNMPv3, S/MIME) and shall work as advertised. The settings described below are required for both the machine s configuration and the client s configuration. 1.) SSL/TLS For the SSL client (Web browser) and the SSL server that communicate with the machine, select a data encryption suite from the following. SSL_RSA_WITH_RC4_128_SHA SSL_RSA_WITH_3DES_EDE_CBC_SHA TLS_RSA_WITH_AES_128_CBC_SHA TLS_RSA_WITH_AES_256_CBC_SHA (The recommended browser is Microsoft Internet Explorer 6/7/8) 2.) S/MIME For the machine and clients, select an Encryption Method/Message Digest Algorithm from the following. RC2 (128bit)/SHA1 3Key Triple-DES (168bit)/SHA1 9

10 3.) IPSec For the IPSec host that communicates with the machine, select an Encryption Method/Message Digest Algorithm from the following. AES (128bit)/SHA1 3Key Triple-DES (168bit)/SHA1 4.) SNMPv3 The encryption method of SNMPv3 is fixed to DES. Set [Message Digest Algorithm] to [SHA1]. Important: For secure operation, while you are using the CentreWare Internet Services, do not access other web site. For secure operation, when you change [Authentication Type], initialize the hard disk by resetting [Data Encryption] and changing [encryption key]. For preventing SSL vulnerability, you should set the machine address in the proxy exclusion list of browser. With this setting, secure communication will be ensured because the machine and the remote browser communicate directly without proxy server, and thus you can prevent man-in-the-middle attacks. Confirm the Machine ROM version and the System Clock Before making initial settings, the System Administrator (Machine Administrator) needs to check the ROM version of the machine and the system clock of the machine. How to check by Control Panel 1. Press the <Machine Status> button on the control panel. 2. Select [Machine information] on the touch screen. 3. Select [Software Version] on the [Machine information] screen. You can identify the software versions of the components of the machine on the screen. How to check by Print Report 1. Press the <Machine Status> button on the control panel. 2. Select [Print Reports] on the [Machine information] screen. 3. Select [Printer Reports] on the touch screen. 4. Select [Configuration Reports]. 5. Press the <Start> button on the control panel. You can identify the software versions of the components of the machine by Print Report. 10

11 How to check the System Clock 1. Press the <Log In/Out> button on the control panel. 2. Enter the System Administrator s Login ID and the passcode if prompted (default ID: admin, default passcode: 1111 ). 3. Select [Enter] on the touch screen. 4. Press the <Machine Status> button on the control panel. 5. Select [Tools] on the touch screen. 6. Select [System Settings]. 7. Select [Common Service Settings]. 8. Select [Machine Clock/Timers]. You can check the time and the date of the internal clock. If you need to change the time and the date, refer to the following procedures. 1. Select the required option. 2. Select [Change Settings]. 3. Change the required setting. Use the scroll bars to switch between screens. 4. Select [Save]. 11

12 Initial Settings Procedures Using Control Panel This section describes the initial settings related to Security Features, and how to set them on the machine s control panel. Authentication for entering the System Administration mode 1. Press the <Log In/Out> button on the control panel. 2. Enter "admin" with the keyboard displayed. This is the factory default ID. 3. Select [Next] on the touch screen. 4. Enter "1111" for passcode from the keyboard. 5. Select [Enter] on the touch screen. 6. Press the <Machine Status> button on the control panel. 7. Select [Tools]. Use Passcode Entry from Control Panel 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Authentication]. 3. Select [Passcode Policy]. 4. On the [Passcode Policy] screen, select [Passcode Entry from Control Panel]. 5. Select [Change Settings]. 6. On the [Passcode Entry from Control Panel] screen, select [On]. 7. Select [Save]. 8. To exit the [Passcode Policy] screen, select [Close]. 12

13 Change the System Administrator s Passcode 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [System Administrator Settings]. 3. Select [System Administrator s Passcode]. 4. Select [New Passcode]. 5. Enter a new passcode of 9 or more characters using the keyboard displayed, and then select [Save]. 6. Select [Retype Passcode]. 7. Enter the same passcode, and then select [Save]. 8. Select [Save]. 9. A confirmation window appears. Select [Yes] to confirm your entry. Set Maximum Login Attempts 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Authentication]. 3. Select [Maximum Login Attempts By System Administrator]. 4. On the [Maximum Login Attempts] screen, select [Limit Attempts]. 5. With [ ] and [ ], set [5]. 6. Select [Save]. Set Service Rep. Restricted Operation 1. Select [System Settings] on the [Tools] screen. 2. Select [Common Service Settings]. 3. Select [Other Settings]. 4. On the [Other Settings] screen, select [Service Rep. Restricted Operation]. 5. Select [Change Settings]. 6. Select [On]. 7. Select [Maintenance Passcode]. 8. Select [New Passcode]. 9. Enter a new passcode of 9 or more characters by using the keyboard displayed, and then select [Save]. 10. Select [Save]. 11. Select [Retype Password/Passcode]. 12. Enter the same passcode by using the keyboard displayed, and then select [Save]. 13. Select [Save]. 14. Select [Yes] to apply the change. 15. A confirmation window appears. Select [Yes] to confirm your entry. 16. To exit the [Other Settings] screen, select [Close]. 13

14 Set Overwrite Hard Disk 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Overwrite Hard Disk]. 3. Select [Number of Overwrites]. 4. On the [Number of Overwrites] screen, select [1 Overwrite] or [3 Overwrites]. 5. Select [Save]. Set Scheduled Image Overwrite 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Overwrite Hard Disk]. 3. Select [Scheduled Image Overwrite]. 4. On the [Scheduled Image Overwrite] screen, select [Daily], [Weekly], or [Monthly]. 5. Set [Day], [Hour],and [Minutes], 6. Select [Save]. Set Data Encryption 1. Select [System Settings] on the [Tools] screen. 2. Select [Common Service Settings]. 3. Select [Other Settings]. 4. On the [Other Settings] screen, select [Data Encryption]. 5. Select [Change Settings]. 6. Select [On]. 7. Select [New Encryption Key]. 8. Enter a new encryption key of 12 characters by using the keyboard displayed, and then select [Save]. 9. Select [Re-enter the Encryption Key] 10. Enter the same passcode, and then select [Save]. 11. Select [Save]. 12. Select [Yes] to apply the change. 13. Select [Yes] to reboot. 14

15 Set Authentication 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Authentication]. 3. Select [Login Type]. 4. On the [Login Type] screen, select [Login to Local Accounts] or [Login to Remote Accounts]. 5. Select [Save]. When [Login to Remote Accounts] is selected in step 4, proceed to steps 6 to Select [System Settings] on the [Tools] screen. 7. Select [Connectivity & Network Setup]. 8. Select [Remote Authentication Server Setting]. 9. Select [Authentication System Setup]. 10. Select [Authentication System]. 11. Select [Change Settings]. 12. On the [Authentication System] screen, select [LDAP] or [Kerberos]. 13. Select [Save]. 14. To exit the [Remote Authentication Server Setting] screen, select [Close]. Set Access Control 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Authentication]. 3. Select [Access Control]. 4. Select [Device Access]. 5. On the [Device Access] screen, select [Locked] for [Service Pathway], [Job Status Pathway], and [Machine Status Pathway]. 6. Select [Save]. 7. Select [Service Access]. 8. On the [Service Access] screen, select an item and then select [Change Settings]. 9. Select [Locked]. 10. Select [Save]. Perform steps 8 and 10 for each item. 11. Select [Close]. 12. Select [Feature Access]. 13. On the [Feature Access] screen, select an item by [Change Settings]. 14. Select [Locked]. 15. Select [Save]. Perform steps 13 and 15 for each item. 16. To exit the [Access Control] screen, select [Close]. 15

16 Set Private Print 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Authentication]. 3. Select [Charge/Private Print Settings]. 4. On the [Charge/Private Print Settings] screen, select [Received Control]. 5. Select [Change Settings]. When [Login to Local Accounts] is selected 1 ) On the [Receive Control] screen, select [According to Print Auditron]. 2 ) Select [Save As Private Charge Print Job] for [Job Login Success]. 3 ) Select [Delete Job] for [Job Login Failure]. 4 ) Select [Delete Job] for [Job without User ID]. When [Login to Remote Accounts] is selected 1 ) On the [Receive Control] screen, select [Save As Private Charge Print Job]. 6. Select [Save]. 7. To exit the [Charge/Private Print Settings] screen, select [Close]. Set User Passcode Minimum Length Note: This feature is only available in Local Authentication mode. 1. Select [Authentication/Security Settings] on the [Tools] screen. 2. Select [Authentication]. 3. Select [Passcode Policy]. 4. On the [Passcode Policy] screen, select [Minimum Passcode Length]. 5. Select [Change Settings]. 6. On the [Minimum Passcode Length] screen, select [Set]. 7. With [ ] and [ ], set [9]. 8. Select [Save]. 9. To exit the [Passcode Policy] screen, select [Close]. 16

17 Set Direct Fax Note: When Remote Authentication is used, follow the procedure below to set [Direct Fax] to [Disabled]. 1. Select [System Settings] on the [Tools] screen. 2. Select [Fax Service Settings]. 3. Select [Fax Control]. 4. Select [Direct Fax]. 5. Select [Change Settings]. 6. Select [Disabled]. 7. Select [Save]. 8. To exit the [Fax Control] screen, select [Close]. Set Self Test 1. Select [System Settings] on the [Tools] screen. 2. Select [Common Service Settings]. 3. Select [Maintenance]. 4. Select [Power on Self Test]. 5. Select [On]. 6. Select [Save]. 7. To exit the [Maintenance] screen, select [Close]. 8. Select [Reboot now] on the confirmation screen. Set Software Download 1. Select [System Settings] on the [Tools] screen. 2. Select [Common Service Settings]. 3. Select [Other Settings]. 4. On the [Other Settings] screen, select [Software Download]. 5. Select [Change Settings]. 6. Select [Disabled]. 7. Select [Save]. 8. To exit the [Common Service Settings] screen, select [Close]. 9. To exit the [Tools] screen, press the <Services> button on the control panel. 17

18 Initial Settings Procedures Using CentreWare Internet Services This section describes the initial settings related to Security Features, and how to set them on CentreWare Internet Services. Preparations for settings on the CentreWare Internet Services Prepare a computer supporting the TCP/IP protocol to use CentreWare Internet Services. CentreWare Internet Services supports the browsers that satisfy "SSL/TLS" conditions. 1. Open your Web browser, enter the TCP/IP address of the machine in the Address or Location field, and press the <Enter> key. 2. Enter the System Administrator s ID and the passcode if prompted. 3. Display the [Properties] screen by clicking the [Properties] tab. Set SMB 1. Click [Connectivity] on the [Properties] screen. 2. Click [Port Setting]. 3. Uncheck the [NetBEUI] box for [SMB]. 4. Click [Apply]. Set WebDAV Note: When Remote Authentication is used, follow the procedure below to set [WebDAV] to [Disabled]. 1. Click [Connectivity] on the [Properties] screen. 2. Click [Port Setting]. 3. Uncheck the [Enabled] box for [WebDAV]. 4. Click [Apply]. 18

19 Set IPP 1. Click [Connectivity] on the [Properties] screen. 2. Click [Port Setting]. 3. Check the [Enabled] box for [IPP]. 4. Click [Apply]. Set LDAP Server 1. Click [Connectivity] on the [Properties] screen. 2. Click [Protocols]. 3. Click [LDAP]. 4. Select [LDAP Server]. 5. On each menu, set the LDAP server information. 6. Click [Apply]. Note: You can configure the settings of the administrator group on the machine so that the members of that group have the System Administrator authority to access to the machine. In the [System Administrator Access Group] boxes, enter a name for the group. Entries should be in base DN format (for instance, cn=admin, cn=users, dc=xerox, dc=com). You can also restrict the use of the Copy, Fax, Scan, Print, and other features by entering a name for the group in [Service Access Group] boxes. Set Kerberos Server 1. Click [Security] on the [Properties] screen. 2. Click [Remote Authentication Servers]. 3. Select [Kerberos Server]. 4. On each menu, set the Kerberos server information. 5. Click [Apply]. Note: When a Kerberos server is used as a remote authentication server, you can configure the settings of the administrator group on the machine by setting the System Administrator Access Group on the LDAP server. 19

20 Set SSL/TSL 1. Click [Security] on the [Properties] screen. 2. Click [Machine Digital Certificate Management]. 3. Click [Create New Self Signed Certificate]. 4. Select [Self-Signed Certificate] and Click the [Continue]. 5. Set the size of the Public Key as necessary. 6. Set Issuer as necessary. 7. Click [Apply]. 8. Click [SSL/TLS Settings]. 9. Select the [Enabled] check box for [HTTP - SSL/TLS Communication] and [LDAP- SSL/TLS Communication]. 10. Click [Apply]. 11. Click [Reboot Machine]. Note: For secure operation, check the [Enabled] box for [Verify Remote Server Certificate], and import the CA certificate according to the same procedure as that in "Configuring Machine Certificates". If SMTP server has SSL/TLS function and if you want to use secure , configure [SMTP-SSL/TLS Communication]. Configuring Machine certificates 1. Click [Security] on the [Properties] screen. 2. Click [Machine Digital Certificate Management]. 3. Click [Upload Signed Certificate]. 4. Enter a file name for the file you want to import, or select the file to be imported by clicking [Browse]. 5. Enter a password in [Password], and then retype the password in [Retype Password] for confirmation. 6. Click [Import]. 20

21 Set IPSec Note: Before setting [Digital Signature] for [IKE Authentication Method], you need to import an IPSec certificate according to the same procedure as that in "Configuring Machine Certificates". 1. Click [Security] on the [Properties] screen. 2. Click [IPSec]. 3. Check the [Enabled] box for [Protocol]. For the [Pre-Shared Key] setting, proceed to steps 4 to 5. For the [Digital Signature] setting, proceed to steps 6 to Select [Pre-Shared Key] for [IKE Authentication Method]. This is used to ensure confidentiality of communications between the machine and a client computer, or the machine and a server. 5. Enter a Pre-Shared Key in the [Shared Key] box and the [Verify Shared Key] box. Next, proceed to set the IPSec address. 6. Click [Certificate Management] in [Security]. 7. Select [IPSec] for Certificate Purpose. 8. Click [Display the list], and check a desirable certificate. 9. Click [Certificate Details]. 10. Click [Use this certificate]. 11. On the [IPSec] screen, select [Digital Signature] for IKE Authentication Method. Next, proceed to set the IPSec address. Set IPSec Address 1. Enter the IP Address in the [Specify Destination IPv4 Address] box on the [IPSec] screen. 2. Enter the IP Address in the [Specify Destination Ipv6 Address] box. 3. Select [Enabled] or [Disabled] from the [Communicate with Non-IPSec Device] dropdown list. 4. Click [Apply]. 5. Click [Reboot Machine]. Note: When you select [Enabled] from the [Communicate with Non-IPSec Device] dropdown list, the machine allows communications with non-ipsec devices other than the devices that are specified in [Specify Destination IPv4 Address] or [Specify Destination IPv6 Address]. 21

22 Set SNMPv3 1. Click [Connectivity] on the [Properties] screen. 2. Click [Protocols]. 3. Click [SNMP Configuration]. 4. Check the [Enable SNMPv3 Protocol] box. 5. Uncheck the [Enable SNMPv1/v2c Protocols] box. 6. Click [Apply]. 7. Click [Edit SNMPv3 Properties] and check [Account Enabled] for [Administrator Account]. 8. Enter a new Authentication Password (minimum 8 characters). 9. Enter the new Authentication Password again to confirm it. 10. Enter a new Privacy Password (minimum 8 characters). 11. Enter the new Privacy Password again to confirm it. 12. Check [Account Enabled] for [Print Drivers/Remote Clients Account]. 13. Click [Apply]. Note: Be sure to change Authentication Password and Privacy Password from the default password. In using SNMPv3, use the IPSec protocol simultaneously. You need to set the IP address of the client for SNMPv3 according to the procedures in "Set IPSec Address" and enter the IP Address in the [Specify Destination IPv4/IPv6 Address] box. Since the machine cannot communicate by SNMPv1/v2, you need to uncheck [SNMP status Enabled] for the port setting on the client s printer driver. 22

23 Set S/MIME Note: To use with this machine, the function needs to be enabled and configured as described in the System Administrator Guide s "Scan to ". Before making the S/MIME setting, you need to import an S/MIME certificate according to the same procedure as that in "Configuring Machine Certificates". 1. Click [Configuration Overview] on the [Properties] screen. 2. Click [Settings] for [ ]. 3. Click [Configure] for [ Settings], and enter the machine s address in the [From address] box. 4. Click [Apply]. 5. Click [Security] on the [Properties] screen. 6. Click [Certificate Management]. 7. Select [S/MIME] for [Certificate Purpose]. 8. Click [Display the list], and check a desirable certificate. 9. Click [Certificate Details]. 10. Click [Use this certificate]. 11. Click [SSL/TLS Settings]. 12. Check the [Enabled] box for [S/MIME Communication]. 13. Click [Apply]. 14. Click [Reboot Machine]. After the machine is restarted, refresh the browser and click the [Properties] tab. 15. Click [Security]. 16. Click [S/MIME Settings]. 17. Uncheck the [Enabled] check box for [Receive Untrusted ]. 18. Select [Always add signature] for [Digital Signature - Outgoing ]. 19. Uncheck the [Enabled] check box for [Receive Untrusted Internet Fax]. 20. Select [Always add signature] for [Digital Signature - Outgoing Internet Fax]. 21. Click [Apply].. 23

24 Regular Review by Audit Log This section describes the setting procedure and the importing method of the Audit Log feature using the System Administrator client via CentreWare Internet Services. The Audit Log is regularly reviewed by the Security Administrator, often with the aid of third party analyzing tools. The audit log helps to assess attempted security breaches, identify actual breaches, and prevent future breaches. The important events of the machine such as device failure, configuration change, and user operation are traced and recorded based on when and who operated what function. Auditable events are stored with time stamps into NVRAM. When the number of stored events reaches 50, the 50 logs on NVRAM are stored into one file ("audit log file") within the internal HDD. Up to 15,000 events can be stored. When the number of recorded events exceeds 15,000, the oldest audit log file is overwritten and a new audit event is stored. There is no deletion function. Set Audit Log 1. Open your Web browser, enter the TCP/IP address of the machine in the Address or Location field, and press the <Enter> key. 2. Enter the Administrator ID and the password, when prompted. 3. Click the [Properties] tab. 4. Click [Security]. 5. Click [Audit Log]. 6. Check the [Enabled] box for [Audit Log]. 7. Click [Apply]. 24

25 Import the Audit Log File The following describes methods for importing the Audit Log. The audit logs are only available to system administrators and can be downloaded via CentreWare Internet Services for viewing and analyzing. The logged data cannot be viewed from the local UI. In addition, SSL/TLS communication must be enabled in order to access to the logged data. 1. Open your Web browser, enter the TCP/IP address of the machine in the Address or Location field, and press the <Enter> key. 2. Enter the Administrator ID and the password, when prompted. 3. Click the [Properties] tab. 4. Click [Audit Log]. 5. Click [Export as text file]. 25

26 Authentication for the Secure Operation The machine has a unique Authentication feature that restricts the authority to use functions. This section contains information for System Administrators and general users on the features used to change the settings and on the setting procedures. Overview of Authentication Users Controlled by Authentication The following explains the different user types that are controlled by the Authentication feature. Users are classified into the following four types. The Authentication feature restricts operations according to the user type. Machine Administrator Authenticated Users (with System Administrator Privileges) Authenticated Users (with no System Administrator Privileges) Unauthenticated Users Machine Administrator The Machine Administrator uses a special user ID (default ID: admin ). Only the Machine Administrator is able to change the Machine Administrator ID (default ID: admin ), and the Machine Administrator Passcode (default passcode: 1111 ). The Machine Administrator is a user who can enter the System Administration mode and change the machine settings that are related to security features and services that are restricted. To enter the System Administration mode, enter the Machine Administrator ID into the user ID entry field on the authentication screen. 26

27 Authenticated Users (with System Administrator Privileges) These are users to whom the System Administrator privileges are granted. When a restricted service is used, this type of user must enter his/her user ID on the authentication screen. This type of user has the same privileges as those of the Machine Administrator in operating the machine, except the following: Operating Folder and job flow sheets Changing the passcode of the Machine Administrator. Authenticated Users (with No System Administrator Privileges) These are users who are registered on the machine or the remote server, and to whom System Administrator privileges are not granted. When a restricted service is used, this type of user must enter his/her user ID on the authentication screen. Unauthenticated Users These are users who are not registered with the machine. An Unauthenticated User cannot use services that are restricted. Local Machine Authentication (Login to Local Accounts) Local machine authentication uses the user information that is registered on the machine to manage authentication. The print data that are sent from a computer can be received on the machine after a user is authenticated by the cross-checking of the authentication information that is pre-configured on a client's driver with the registered authentication information on the machine. For more information on the configuring of a driver, refer to the online help provided for the driver. Remote Authentication (Login to Remote Accounts) Remote authentication uses a remote authentication server (LDAP or Kerberos Server) and authenticates users based on the user information managed on the server. User information cannot be registered on the machine. 27

28 Functions Controlled by Authentication The following explains the functions that are restricted by the Authentication feature. The restriction depends on which method is selected from the following: Local Access Remote Access For more information on the restrictions on the operations on Folder and job flow sheets using the Authentication feature, refer to Authentication for Job Flow Sheets and Folder. Local Access Direct operation of the machine from the control panel is called Local Access. The functions restricted by Local Access are as follows. Device Access All Services Pathway - verifies users when users access a service screen. Job Status Pathway - verifies users when users access the Job Status screen. Machine Status Pathway - verifies users when users access the Machine Status screen. Service Access Copy Fax Internet Fax Scan to Folder Network Scanning Scan to PC Send from Folder Print Job Flow Sheets Feature Access Print File from Folder 28

29 Retrieve File from Folder Service Access control per user Service access and print & copy quota can be controlled per user. The system administrator can limit print & copy quota per user via the control panel and CWIS. When print or copy volume exceeds the registered number, the user can not use the function. The counted number needs to be cleared by system administrator. Remote Access Operation of the machine through a network using CentreWare Internet Services is called Remote Access. The functions restricted by Remote Access are as follows. Print Printing is limited to the print jobs sent from a computer. To use the Accounting feature, use the print driver to set account information such as user ID and passcode. If verification using account information fails for a print job, the print data will be either saved in the machine or deleted depending on the Charge Print settings. Direct Fax Direct Fax from a computer is restricted. In Local Authentication mode, to use the Authentication feature, use the fax driver to set authentication information such as user ID and passcode. When Charge Print is set, if the fax jobs whose authentication failed on the fax server are sent to the machine, the fax jobs are either saved to the machine or deleted, depending on the selected setup option. CentreWare Internet Services If the Authentication feature is enabled, authentication is required to access the CentreWare Internet Services home page even if you are not using the Authentication feature for any service. 29

30 Authentication for Folder The following explains the restricted operations on job flow sheets and Folder when the Authentication feature is enabled. NOTE: When a user account is deleted, the Folder and job flow sheets associated with the account are also deleted. Any files stored in the Folder will also be deleted. NOTE: Authenticated Users who are given the System Administrator privileges do not have the privileged level of access to Folder and job flow sheets. Types of Folder The following three types of Folder can be used with the machine. Machine Administrator Shared Folder The Machine Administrator Shared Folder is a Folder created by a Machine Administrator. When the Authentication feature is enabled, all Authenticated Users can share this Folder.Only the Machine Administrator can change the settings. To create a Machine Administrator Shared Folder, operate the machine as a Machine Administrator. Personal Folder This is a Folder created by an Authenticated User by using the Authentication feature. Only the Authenticated User who created the Folder can use it. 30

31 Operations available for Folder The following table shows whether each operation on each Folder is available for each user type when the Authentication feature is enabled. Folder Operation System Administrator and Authenticated Users Machine Administrator Shared Folder Personal Folder (owner) Personal Folder (other) Create - - Display - Delete - Change Settings - - Display File - Delete File - Store File*1 - Print File*1 - Job Flow Display - Sheet Link - - Auto Run - Manual Run - Folder Operation Machine Administrator Machine Administrator Personal Folder Shared Folder Create - Display Delete Change Settings Display File Delete File Store File*1 Print File*1 Job Flow Display Sheet Link Auto Run Manual Run : Operation available -: Operation not available *1: When files are stored or retrieved by using a Folder, authentication is not required to perform the following. Confidential fax reception Confidential Internet Fax reception NOTE: When job flow sheets not available for operation, depending on changes made to the authentication status, are linked to a Folder, you can still use them except for changing/copying them. If you remove the link, the job flow sheets will no longer be displayed and will be disabled. 31

32 Operation Using Control Panel This section describes the operation using control panel to use security features for System Administrator and authenticated users. User Authentication Before using all services and configuring settings, a user must be authenticated with an ID and a passcode. 1. Press the <Log In/Out> button on the control panel. 2. Enter the "User ID" from keypad. 3. Select [Next Input] on the touch screen. 4. Enter the "Passcode" from keyboard. 5. Select [Enter] on the touch screen. All features on the control panel become available. Important: When another user interrupts and uses the machine by using the interrupt mode, the user needs to logout before canceling the interrupt mode. Example: User A is authenticated > interrupt mode > User B login > job complete > User B logout > cancel the interrupt mode Note: Before entering the user ID and the password, select "Registered User" or "System Administrator" when remote authentication is used. Only the Machine Administrator s ID (default: admin ) is pre-registered in the machine, but other user IDs are not. In a remote authentication server, on the other hand, the Machine Administrator s ID is not pre-registered. Although "admin" can be registered as a user ID, it cannot be registered as the Machine Administrator s ID in the machine. Create/View User Accounts This feature allows you to register user account information, such as User IDs, user names and passcodes, and to restrict the numbers of copied, faxed, printed, and scanned pages for each user. Up to 1,000 users can be registered. 32

33 On the Tools screen, 1. Select [Create/View User Accounts] under [Authentication]. 2. Select a User ID number. 3. Press [Create/Delete]. 4. When a new user account is to be created, a keyboard screen is displayed. Enter a user ID, and then select [Save]. 5. Configure the required settings. 6. Select [Close]. User ID Allows you to enter a User ID using the screen keyboard. You can enter up to 32 alphanumeric characters including spaces as a User ID. User Name Allows you to enter a user name using the screen keyboard. You can enter up to 32 alphanumeric characters including spaces as a user name. Passcode Allows you to enter a passcode using the screen keyboard. You can enter 4 to 12 alphanumeric characters. NOTE: The [Passcode] button appears when you have chosen the use of a passcode and you have enabled [Local Accounts] in [Authentication/Security Settings]. Address Allows you to enter the address. The specified address that is displayed on the [ ] screen is set as the sender s address of the machine. You can enter up to 128 characters. NOTE: The [ Address] button appears when you have enabled [Local Accounts] in [Authentication/Security Settings]. Account Limit Displays the [Account No. XXX - Account Limit] screen. Select [Copy Service], [Fax Service], [Scan Service] or [Print Service] to specify feature access permissions and account limits for that service. Feature Access - Displays the [Account No. xxx - Feature Access] screen. Select the access permissions for each service for that account. Change Account Limit - Displays the [Account No. xxx - {Service} Limit] screen. Enter an account limit for [Color] and [Black] to specify the maximum number of pages allowed to be processed by that account. The maximum number of pages that can be entered is 1-9,999,999 pages. 33

34 NOTE: [Account Limit] cannot be selected for the fax services. User Role Allows you to select the privileges that are given to the user. Select from [User] or [System Administrator]. NOTE: The [User Role] button appears when you have enabled [Local Accounts] in [Authentication/Security Settings]. Reset Total Impressions Deletes all the data tracked for the selected account. Reset Account Clears all settings and data for the selected account. Change User Passcode by General User This feature allows Authenticated Users (users who are authenticated by the procedure described in "User Authentication") to change the registered passcode. Note: This feature is only applicable to Local Authentication mode. 1. Select [User Details Setup]. 2. Select [Change Passcode]. 3. Enter the current passcode and select [Next]. 4. On the [Change Passcode] screen, select [Keyboard]. 5. Enter a new passcode of 9 or more characters in [New Passcode], and select [Next]. 6. In [Retype Passcode], select [Keyboard]. 7. Enter the same passcode, and select [Save] twice. 34

35 Folder / Stored File Settings This section describes the features that allow a System Administrator to configure various settings for Folder that is created for saving confidential incoming fax files or scanned files. Folder Service Settings This feature allows you to specify whether to discard files once received from a client and whether to forward received Internet Fax files. 1. Select [Folder Service Settings] under [System Settings]. 2. Change the required settings. 3. Select [Close]. Files Retrieved By Client Specifies when and how to delete files in Folder after they are retrieved. Print & Delete Confirmation Screen Specifies whether to display a confirmation message screen when deleting a file. Quality/File Size for Retrieval Specifies the Quality/File Size level. Stored File Settings This feature allows you to select whether the files stored in a Folder are automatically deleted. You can set how long files are kept and when they are deleted. You can also select whether to delete individual files. 1. Select [Stored File Settings] under [System Settings]. 2. Change the required settings. 3. Select [Close]. Expiration Date for Files in Folder Specifies whether to delete files from Folder when the specified period of time elapses. Enter the number of days to store files within the range from 1 to 14 days, and enter the time when files are to be deleted using the scroll buttons or the numeric keypad. 35

36 Stored Job Expiration Date Specifies the retention period for a stored file. Selecting [On] allows you to specify a retention period within the range from 4 to 23 hours, in 1 hour increments. NOTE: If the machine is turned off before the specified period of time elapses, the stored file will be deleted when the machine is turned back on. Print Order for All Selected Files Specifies the print order for a stored file from the following menu. Date & Time Oldest File Date & Time Newest File File Name Ascending File Name Descending Create Folder This feature allows users to create Folder for saving confidential incoming Fax files or scanned files. Fax files in Folder can be printed out at a required time, and scanned files in Folder can be imported to computers. 1. Select [Create Folder] on the [Setup Menu] screen. 2. Select a Folder number to create a new Folder. 3. Select [Create/Delete]. 4. Select [Off] for [Check Folder Passcode]. 5. Change the required settings. 6. Select [Close]. NOTE: By selecting [Delete Folder], you can delete all files in the Folder and all job flow sheets created through the Folder. Folder Name Specifies the Folder name. Enter a name (up to 20 characters) to be assigned to the Folder. Delete Files after Retrieval Specifies whether to delete files in the Folder after they are printed out or retrieved, or after they are transferred and printed out through a job flow sheet. 36

37 Delete Expired Files Specifies whether to delete files in the Folder after the preset time or period elapses. Send from Folder This section describes the Folder features that allow you to check, print, or delete files in the private Folder that is displayed on the [Send from Folder] screen. However, some Folders may require you to enter a passcode, depending on the operation you attempt. Private Folders created by other users are inactive and inaccessible to you. 1. Press the <Services Home> button on the control panel. 2. Select [Send from Folder] on the touch screen. 3. Select the [Folder name] to be displayed on the screen. 4. Select the Folder to be opened. Then the files stored in the Folder appear. File Name/ Date & Time Sorts the files by their names or by the dates they were stored. You can change the sorting order of the list by selecting the same option again. The order is indicated with an upward (ascending order) or downward (descending order) triangle shown to the right of the name of the option selected. Refresh Updates the list of files in the Folder. Select All Selects all the files in the Folder so that you can print or delete them all at once. Print Prints the selected file(s). Delete Deletes the selected file(s). 37

38 Private Charge Print The Private Charge Print feature temporarily stores files per user ID until a user logs in and manually prints them from the machine s control panel. This feature only displays files of a logged-in user and thus provides security and privacy of files stored in the machine. 1. Press the <Job Status> button on the control panel. 2. Select [Private Charge Print] on the [Secure Print Jobs & More] screen. NOTE: If you enter the screen with System Administrator s ID, a list of authentication user IDs is displayed. Select a user ID from the list or enter the displayed number in [Go to], and select [Job List]. Then, the files stored for the selected user ID are displayed. 3. Select a file to be printed or deleted. 4. Select the required option. Refresh Refreshes the displayed information. Select All Selects all the files in the list. Delete Deletes a file selected in the list. Print Prints a file selected in the list. After being printed, the file is deleted. NOTE: The displayed jobs are sent from a PC via the print driver. For more information, refer to Print Driver Online Help. 38

39 Operation Using CentreWare Internet Services This section describes the operation using CentreWare Internet Services to use security features for System Administrator and authenticated users. The CentreWare Internet Services program uses the embedded Web User Interface which enables communication between a networked computer and the machine via HTTP. CentreWare Internet Services can be used to check each job and the machine status, or to change the network settings. NOTE: This service must be installed and set up by the System Administrator prior to use. For more information on the installation and setups of the CentreWare Internet Services feature, refer to the System Administration Guide. Some of the CentreWare Internet Services features have restricted access. Contact a System Administrator for further assistance. 39

40 Accessing CentreWare Internet Services Follow the steps below to access CentreWare Internet Services. On a client computer on the network, launch an internet browser. In the URL field, enter followed by the IP address or the Internet address of the machine. Then, press the <Enter> key on the keyboard. Enter the URL field as shown below: (WHERE vvv.xxx.yyy.zzz is the IP address of the device) The IP address can be entered in either IPv4 or IPv6 format. Enclose the IPv6 address in square brackets. IPv4: IPv6: If a port number is set, append it to the IP address or the Internet address as follows. In the following example, the port number is 80. URL: IPv4: IPv6: The home page of CentreWare Internet Services is displayed. NOTE: When the Authentication feature is enabled, you are required to enter your user ID and your password. You need to enter your user ID and your password to access CentreWare Internet Services to configure and use the security functions of the machine. NOTE: When your access to CentreWare Internet Services is encrypted, enter followed by the IP address or the Internet address, instead of 40